Tuesday, December 20, 2016

Organizing Conference Layout for Optimal Media Coverage

At
TransportiCA, we enjoy covering conferences and events regarding sustainable
transportation, and many other related issues.
When we cover the event, there is a particular need in which we position
our reporters, in order for TransportiCA followers to get the event’s best
views.

Within
the last year, we have been un-accommodated by conference organizers regarding such needed seating, and hence, our ability to effectively convey the message of the
conference. Afterall, conveyance of the conference is why our organization is invited to the events in
discussion.

For
these reasons, we put forward a request to conference organizers to design their media area, as pictured below.These
requests come not only from TransportiCA’s experiences covering such events,
but are also in-line with press best practices.

When
arranging the main hall for an event or conference, there is typically an
elevated table provided for Audio-Visual-Lighting (“AVL”) staff. TransportiCA simply suggests placing another elevated table
adjacent for credentialed media.In the
event the AVL table requires being in the exact middle to align with the speaker's lectern,
we recommend two smaller media tables on the side of the main AVL
table(s).Besides chairs for the press,
we would also suggest having a power strip for any reporting devices, as
nothing is worse than such a device near death in the midst of a major
conference – as TransportiCA experienced last week.We also recommend the press table being
elevated, as well, so any visual transmissions do not include the tops, or in
between audience member’s heads.

It
may seem beneficial to place a media table with such requests in front of the
stage, possibly solving our concerns.
However, TransportiCA advises against this, for two reasons: first, a reporter’s
laptop can cause great distraction to front-seated attendees, as well as, evoke
a feeling of being watched, thereby effecting one’s reporting. Second, if the reporter takes their own
pictures, or the organization’s photographer is up front, we would not want to
jeopardize a speaker’s ability to follow the teleprompter amidst bright
flashes.

TransportiCA
hopes this message is not seen as being superior, but rather the ways in which
we know will optimize our coverage of the conference at hand, our followers continuing to receive the best information, and ultimately, maintaining the respect and
integrity to the conference’s admirable message.